Download Invitation to Tender - The Dudley Group NHS Foundation Trust

INVITATION TO TENDER DOCUMENT
FOR THE
CONTRACT FOR THE PROVISION OF MULTI-COMPARTMENT
COMPLIANCE AIDS, ALSO KNOWN AS MONITORED DOSAGE
SYSTEMS (MDS), TO IDENTIFIED IN-PATIENTS IMMEDIATELY
FOLLOWING DISCHARGE FROM THE DUDLEY GROUP NHS
FOUNDATION TRUST
CONTRACT PERIOD: 1st MARCH 2017 TO 29th FEBRUARY
2020 WITH AN OPTION TO EXTEND FOR A FURTHER PERIOD
OF UP TO 12 MONTHS
Tender Reference: Q005418
Contents
Page
Section 1
Conditions of Tender
3
Section 2
Conditions of Contract
12
Section 3
Specification
13
*
Section 4
Offer Schedule
21
*
Section 5
Form of Tender
34
*
Section 6
Certificate of Non-Canvassing
35
**
Section 7
Fax Header
36
*
Section 8
Tender return address label (label attached)
37
* Denotes the Sections that the Tenderer is required to complete and submit with their tender
** Denotes Section 7 - Fax Header which needs to be faxed back as soon as possible after the
receipt of the Invitation to Tender
Page 2 of 37
SECTION 1 – CONDITIONS OF TENDER
Definitions
“Trust” shall mean The Dudley Group NHS Foundation Trust
“tenderer” shall include any person to whom this invitation to Tender is addressed and any
person who proposes to or does submit a Tender for the provision of multi-compartment
compliance aids, also known as Monitored Dosage Systems (MDS), to identified in-patients
immediately following discharge from The Dudley Group NHS Foundation Trust.
“services” shall mean the services involved in the provision of multi-compartment compliance
aids, also known as Monitored Dosage Systems (MDS), to identified in-patients immediately
following discharge from The Dudley Group NHS Foundation Trust as detailed in the
attached Specification (Section 3).
“goods” shall mean the supply of drugs and other products included in the provision of multicompartment compliance aids, also known as Monitored Dosage Systems (MDS), to
identified in-patients immediately following discharge from The Dudley Group NHS
Foundation Trust as detailed in the attached Specification (Section 3).
“contract” shall mean the agreement concluded between the Trust and the contractor,
including all the documents incorporated or referred to therein.
“contractor” shall mean the person who by the contract undertakes to supply the goods and
services to the Trust as provided for in the contract. Where the contractor is an individual the
expression shall include the personal representatives of that individual or of the partners.
1.1.
Information and Confidentiality
1.1.1
Tenderers must obtain for themselves at their own responsibility and expense
all information necessary for the preparation of their Tenders.
1.1.2
Information that is supplied to Tenderers as part of the procurement exercise
is supplied in good faith. However, Tenderers must satisfy themselves as to
the accuracy of such information and no responsibility is accepted for any loss
or damage of whatever kind or howsoever caused arising from the use by the
Tenderers of such information, unless such information has been supplied
fraudulently by the Trust.
1.1.3
All information supplied to Tenderers by the Trust in connection with this
procurement exercise shall be regarded as confidential. By submitting an
Tender the Tenderer agrees to be bound by the obligation to preserve the
confidentiality of all such information.
1.1.4 This invitation and its accompanying documents shall remain the property of
the Trust and must be returned upon demand.
1.1.5
Please note that any queries relating to the Tender documents or requests for
additional information must be in writing and sent to:
Dave Lewis, Head of Procurement (Telephone Number 01384 244287; Fax
Number 01384 244194, E-mail address: [email protected])
before 18th November 2016
Page 3 of 37
1.2.
Freedom of Information Act 2000
1.2.1 The Freedom of Information Act 2000 (FOIA) applies to the Trust.
1.2.2 Tenderers should be aware of the Trust’s obligations and responsibilities
under the FOIA to disclose, on request, recorded information held by the
Trust. Information provided by Tenderers in connection with this procurement
exercise, or with any Contract that may be awarded as a result of this
exercise, may therefore have to be disclosed by the Trust in response to such
a request, unless the Trust decides that one of the statutory exemptions under
the FOIA applies. The Trust may also include certain information in the
publication scheme which it maintains under the FOIA.
1.2.3 In certain circumstances, and in accordance with the Code of Practice issued
under section 45 of the FOIA or the Environmental Information Regulations
2004, the Trust may consider it appropriate to ask Tenderers for their views as
to the release of any information before a decision on how to respond to a
request is made. In dealing with requests for information under the FOIA, the
Trust must comply with a strict timetable and the Trust would, therefore,
expect a timely response to any such consultation within five working days.
1.2.4 If Tenderers provide any information to the Trust in connection with this
procurement exercise, or with any Contract that may be awarded as a result of
this exercise, which is confidential in nature and which an Tenderer wishes to
be held in confidence, then Tenderers must clearly identify in their Tender
documentation the information to which Tenderers consider a duty of
confidentiality applies. Tenderers must give a clear indication which material is
to be considered confidential and why you consider it to be so, along with the
time period for which it will remain confidential in nature. The use of blanket
protective markings such as “commercial in confidence” will no longer be
appropriate. In addition, marking any material as “confidential” or equivalent
should not be taken to mean that the Trust accepts any duty of confidentiality
by virtue of such marking. Please note that even where a tenderer has
indicated that information is confidential, the Trust may be required to disclose
it under the FOIA if a request is received.
1.2.5 The Trust cannot accept that trivial information or information which by its very
nature cannot be regarded as confidential should be subject to any obligation
of confidence.
1.2.6 In certain circumstances where information has not been provided in
confidence, the Trust may still wish to consult with Tenderers about the
application of any other exemption such as that relating to disclosure that will
prejudice the commercial interests of any party.
1.2.7 The decision as to which information will be disclosed is reserved to the Trust
notwithstanding any consultation with you.
1.3
Prices
1.3.1 Prices must be stated in the Offer Schedule (Section 4) and must remain open
for acceptance until 90 days from the closing date for the receipt of Tenders.
1.3.2
Prices quoted must be firm for the initial 3 year period of the contract subject
to a tolerance of 10% either side of the activity numbers provided in the Price
Schedule. Contractors will have no automatic right to a price increase after the
third year of the contract. Requests for amendments to prices after the third
year of the Contract will be subject to negotiation with The Dudley Group NHS
Page 4 of 37
Foundation Trust and any increases agreed will not be above the increase in
the Consumer Price Index four months prior to when the proposed increase is
to be effective from.
1.3.3
Any price increase proposed by the Contractor after the initial 3 year period of
the contract must be made in writing and sent to the address below four
months before the date on which the increase is to take effect:Head of Procurement,
Procurement Department,
The Dudley Group NHS Foundation Trust
Russells Hall Hospital
Pensnett Road
Dudley
West Midlands
DY1 2HQ
Only upon written agreement from the Head of Procurement can any proposed
increases be implemented. Any price increase agreed shall remain in force for
a minimum of twelve months from the date of change.
1.3.4 The Trust will accept price reductions at any time during the period of the
contract.
1.3.5
1.4.
Prices must be exclusive of VAT.
Tender documentation and submission
1.4.1 Tenderers must submit their Tenders for the provision of all the goods and
services required in accordance with Conditions of Contract (Section 2)
included in the Tender documentation.
1.4.2 The goods and services tendered should be strictly in accordance with the
Specification (Section 3). Alternative goods and services may be tendered but
all differences between such goods and services and the Specification must
be indicated in detail in the Specification (Section 3).
1.4.3
In submitting a Tender the Tenderer must;
1.4.3.1 Complete the Offer Schedule (Section 4);
1.4.3.2 Complete the Form of Tender (Section 5);
1.4.3.3 Complete the Certificate of Non-Canvassing (Section 6)
1.4.3.4 Submit 4 original hard copies of your tender response.
1.4.4
The Form of Tender and Certificate of Non-Canvassing must be signed as
outlined below:1.4.4.1 Where the Tenderer is an individual, by that individual.
1.4.4.2 Where the Tenderer is a partnership, by two duly authorised
partners.
Page 5 of 37
1.4.4.3 Where the Tenderer is a company, by two directors or by a director
and the secretary of the company, such persons being duly authorised
for that purpose.
1.4.4.4 Where the Tenderer is a charity, by two duly authorised members of
the charity.
1.4.5
All other documents requiring signature must be signed by one authorised
signatory.
1.4.6
The Form of Tender and accompanying documents must be completed in full
as any Tender may be rejected which:
1.4.6.1 contains gaps, omissions or obvious errors; or
1.4.6.2 contains amendments which have not been initialled by the authorised
signatory; or
1.4.6.3 is received after the closing time.
1.4.7
Tenders must be written in English and submitted in a plain sealed package
/envelope using the address label included with the tender documentation.
Please note that the Tender package/envelope must be sealed and must bear
no mark indicating the sender.
1.4.8
The Form of Tender and accompanying documents, all duly completed and
signed, must be delivered to the :
Chief Executive,
Dudley Group NHS Foundation Trust,
Russells Hall Hospital
Pensnett Road
Dudley
West Midlands
DY1 2HQ
in a package/envelope using the return address label provided (Section 8) no
later than 12.00 Noon on 28th November 2016. Please note that the tender
package/envelope must be sealed and must bear no mark indicating the
sender.
1.4.9
The Trust will consider written requests for an extension of the closing date
and time specified in Clause 1.4.8 above
1.4.10 The Trust may at its own absolute discretion extend the closing date and time
specified for the receipt of Tenders. Any extension granted will apply to all
Tenderers.
1.4.11
The Trust does not bind itself to accept the lowest or any Tender.
Page 6 of 37
1.5
Evaluation Process
1.5.1
The Evaluation Team will evaluate the tender responses received in two
stages.
1.5.2 Stage 1
1.5.2.1 Members of the Evaluation Team will visit each tenderers premises during
week commencing 5th December 2016 (NB: Dates for these site visits will be
agreed with tenderers during week commencing 28th November 2016). Please
note that a copy of the Site Visit Evaluation Form is attached to this Invitation
to Tender.
1.5.1.2 Following the site visits a review of the tender responses and site visits will be
undertaken by the Evaluation Team and all those tenderers who meet the
mandatory requirements of the Contract will be invited to attend a post tender
meeting.
1.5.3
Stage 2
1.5.3.1 The Evaluation Team will invite all the tenderers shortlisted in Stage 1 of the
evaluation process to a Post Tender meeting where they will be required to
present and discuss their tender proposal during week commencing 12th or
19th December 2016. (NB: Details of the time for this meeting which will be
held at Russells Hall Hospital will be communicated to tenderers at least a
week before the meeting is due to take place 2016)
1.5.3.2 Following the Post Tender meeting the Evaluation Team will meet to finalise
their evaluation of the tenders in accordance with the contract award criteria
and scoring mechanism stated in clause 1.6 below.
1.5.3.3 Following this meeting the Evaluation Team will prepare a tender report for
submission to the Trust Board on Thursday 5th January 2017 recommending
which Tenderer they consider should be awarded the contract.
1.5.3.4 The successful and unsuccessful tenderers will be informed of the Trust’s
decision on Monday 9th January 2017.
1.6
Contract award criteria and Evaluation Scoring Mechanism
1.6.1
The contract will be awarded on the basis of the most economically
advantageous Tender based on the following criteria and weightings:-
Quality Standards - 20%
-
Service Specification – 20%
-
Performance Management and Ongoing Contract Support - 20%
-
Price - 40%
Page 7 of 37
1.6.2 The following scoring mechanism will be used to evaluate the quotation
responses:1.6.2.1 Non-Financial Criteria
SCORE
0
2
4
6
8
10
PERFORMANCE
Completely fails to meet the
standard required
Significantly fails to meet the
standard
Fails standard in most aspects,
meets in some
Meets
standard
in
most
aspects, fails in some
Meets the standards well, but
not exactly
Meets the standards exactly as
specified
JUDGEMENT
Very Poor or no information
provided
Poor or inadequate information
provided
Less than satisfactory information
provided
Satisfactory information provided
Good information provided
Excellent
provided
level
of
information
1.6.2.1.1 Each requirement (clause/sub-clause) listed within each non-financial
evaluation criteria in the Specification (Section 3) will be scored in accordance
with the scoring system detailed in clause 1.6.2.1 above.
1.6.2.1.2The weighted score for each requirement (clause/sub-clause) listed within
each non-financial evaluation criteria in the Specification (Section 3) will be
calculated by multiplying the score it has been allocated by the Evaluation
Team based on the information received in the tenderers responses to the
Offer Schedule (Section 4), site visit (where listed on the Site Evaluation
Form) and post tender meeting by its (% weighting x 100) (eg The weighted
score for each requirement (clause/sub-clause) within the Quality Standards
criteria will be calculated by multiplying the score allocated for each
requirement (clause/sub-clause) by the Quality Standards criteria % weighting
x 100 ie 20% x 100 = 20).
1.6.2.1.3 The weighted scores for each requirement (clause/sub-clause) within a nonfinancial criteria (eg Quality Standards) will be added together to arrive at the
total score for that non-financial criteria. The highest total score for a nonfinancial criteria will be allocated the maximum available score based on the
weighting of that non-financial criteria ie for the Quality Standards criteria as
its weighting is 20% then the tenderer with the highest score for this criteria
will be given an evaluation score of 20.Other Tenderers evaluation scores for
this criteria will be scored as an inverse proportion to the maximum available
evaluation score for the non-financial criteria i.e.20.
1.6.2.1.4 The total non-financial score for each tenderer will be calculated by adding
each of the non-financial scores the tenderer has been allocated for each of
the non-financial criteria together.
1.6.2.1.5 Offers that in the opinion of the Trust are unrealistically poor (in terms of
Quality) i.e. score either a 0 or 2 for one of the non-financial criteria, may be
rejected.
Page 8 of 37
1.6.1.2
Financial Criteria
1.6.1.2.1 As all tenderers will be required to charge the current Drug Tariff price for all
the drugs they supply under the Contract the financial evaluation of the tender
responses will be based on the following options:1.6.1.2.1.1 Option 1 - Service charge per drug line.
1.6.1.2.1.2 Option 2 - Service charge per patient prescription
1.6.1.2.2 The scoring of the options detailed in clauses 1.6.1.2.1.1 and 1.6.1.2.1.2 will be
carried out as follows:1.6.1.2.2.1 The lowest realistic price offered for Option 1 - Service charge per drug line
in the Price Schedule of the Offer Schedule (Section 4) will be allocated the
maximum available score = 10 (Highest Score available) x (Weighting for
Contract Price (40%) x 100) = 400.
1.6.1.2.2.2 The prices offered for Option 1 - Service charge per drug line by each of the
other Tenderers in the Price Schedule of the Offer Schedule (Section 4) will
be scored as an inverse proportion to the maximum available score.
1.6.1.2.2.3 The lowest realistic price offered for Option 2 - Service charge per patient
prescription in the Price Schedule of the Offer Schedule (Section 4) will be
allocated the maximum available score = 10 (Highest Score available) x
(Weighting for Contract Price (40%) x 100) = 400.
1.6.1.2.2.4 The prices offered for Option 2 - Service charge per patient prescription by
each of the other Tenderers in the Price Schedule of the Offer Schedule
(Section 4) will be scored as an inverse proportion to the maximum available
score.
1.6.1.3 Total Evaluation Score
1.6.1.3.1 As there are two options for the financial evaluation of the tender responses
there will be a total evaluation score for each option calculated as follows:1.6.1.3.1.1 Option 1 – Service charge per drug line - Total evaluation score for a
tenderer for Option 1 will be determined by adding their total score for nonfinancial criteria to their financial criteria score for Option1.
1.6.1.3.1.2 Option 2 – Service charge per patient prescription - Total evaluation score for
a tenderer for Option 2 will be determined by adding their total score for nonfinancial criteria to their financial criteria score for Option 2.
1.6.1.3.2 The Trust will award the Contract to the tenderer who has the highest total
evaluation score for either Option1 - Service charge per drug line or Option 2 Service charge per patient prescription.
1.7
Contract Monitoring
1.7.1 The Trust is committed to helping improve the efficiency of contracted suppliers
through sharing information on performance measurement. The criteria for
measuring performance shall be agreed with the successful Contractor and
formally documented. It is possible that measurement criteria will develop during
the term of the Contract and these will also be documented following agreement
with the Contractor.
Page 9 of 37
1.8
Collusive tendering
Any Tenderer who:
1.8.1
Fixes or adjusts the amount of his Tender by or in accordance with any agreement
or arrangement with any other person, or
1.8.2
Communicates to any person other than the Trust the amount or approximate
amount of his proposed Tender (except where such disclosure is made in
confidence in order to obtain quotations necessary for the preparation of the tender
for insurance), or
1.8.3
Enters into any agreement or arrangement with any other person that he shall
refrain from tendering or as to the amount of any Tender to be submitted, or
1.8.4
Tenders or agrees to pay or give, or does pay or gives any sum of money,
inducement or valuable consideration directly or indirectly to any person for doing or
having done, or causing or having caused to be done in relation to any other Tender
or proposed Tender for the Services or any act or omission;
will be disqualified (without prejudice to any other civil remedies available to the
Trust and without prejudice to any criminal liability which such conduct by an
Tenderer may attract).
1.9
Bribery Act 2010
Tenderers must comply with the requirements of the Bribery Act 2010 which are
outlined below :1.9.1 The Bribery Act 2010, which repeals existing legislation, has introduced the
offences of offering and or receiving a bribe. It also places specific responsibility
on organisations to have in place sufficient and adequate procedures to prevent
bribery and corruption taking place. Under the Act, Bribery is defined as
“Inducement for an action which is illegal unethical or a breach of trust.
Inducements can take the form of gifts loans, fees rewards or other privileges.
Corruption is broadly defined as the offering or the acceptance of inducements,
gifts or favours payments or benefit in kind which may influence the improper
action of any person. Corruption does not always result in a loss. The corrupt
person may not benefit directly from their deeds; however, they may be
unreasonably using their position to give some advantage to another.
1.10
Notices
1.10.1 Any notices to be given under the Contract shall either be delivered personally,
sent by facsimile or sent by first class recorded delivery post (airmail if overseas)
or electronic mail. The address for service of each Party shall be its registered
office or such other address as either Party may previously have notified to the
other Party in writing. A notice shall deemed to have been served:
1.10.1.1 If personally delivered, at time of delivery.
1.10.1.2 If sent by facsimile at the time of transmission.
1.10.1.3 If posted, at the expiration of 48 hours or (in the case of airmail seven
days) after the envelope containing the same was delivered into the
custody of the postal authorities; and
Page 10 of 37
1.10.1.4 If sent by electronic mail and a confirmation of its receipt has been received.
If no confirmation is received within 48 hours a telephone call or additional email will be sent to the recipient informing them that an electronic mail
message has been sent to them and requesting that they confirm its receipt
(as evidenced by a contemporaneous note of the Party sending the notice).
1.10.2 In proving such services it shall be sufficient to prove that personal delivery was
made, or that the envelope containing such notice was properly addressed and
delivered into the custody of the postal authority as prepaid first class, recorded
delivery or airmail letter (as appropriate) or that the facsimile was transmitted on a
tested line or that the correct transmission report was received from the facsimile
machine sending the notice as the case may be or a confirmation of receipt of an email has been received.
1.11
Acceptance
1.11.1 The Trust is not bound to accept the lowest or any Tender.
1.11.2 The Trust will award the contract for the provision of multi-compartment
compliance aids, also known as Monitored Dosage Systems (MDS), to identified
in-patients immediately following discharge from The Dudley Group NHS
Foundation Trust as detailed in the Specification (Section 3) to one supplier.
1.12
Form of Contract
1.12.1 The successful Tender will be incorporated into the NHS Terms and Conditions
for the Supply of Goods and the Provision of Services (Contract Version) (March
2015) to form a binding agreement between the Trust and the successful
Tenderer.
Page 11 of 37
SECTION 2 – CONDITIONS OF CONTRACT
The following Conditions of contract apply to this Invitation to Tender.
NHS Terms and Conditions for the Supply of Goods and the Provision of Services (Contract
Version) (March 2015)
Copies of these conditions of contract are attached to this Invitation to Tender Document
Page 12 of 37
SECTION 3 – SPECIFICATION
Contents
Introduction
1. Service Aims
2. Quality Standards
3. Service Specification
4. Performance Management and On-going Contract Support
5. Appendix 1: Service Quality Key Performance Indicators
Page 13 of 37
Introduction
This Specification details the requirements of The Dudley Group NHS Foundation Trust’s
Contract for the provision of Multi-compartment Compliance Aids, also known as Monitored
Dosage Systems (MDS), to Identified In-patients Immediately Following Discharge.
Tenderers for this Contract must note the following points regarding this Specification:1. Any requirement stated within the Specification that is indicated as a “must” is a
mandatory requirement.
2. If a Tenderer cannot meet a mandatory requirement stated within the Specification then it
will be not considered for the Contract.
1. Service Aims
1.1. The Contract aims to provide medicines in monitored dosage systems (MDS) for those
patients unable to self-administer their medication by any other means
1.2. The service must be of a consistently high quality, safe, efficient and cost effective and
put the clinical needs of the individual at the heart of the provision
1.3. In particular, the Contract must:
1.3.1. Ensure timely delivery of medicines to the hospital
1.3.2. Ensure communication of the discharge letter requirements for patients between the
patient, The Dudley Group NHS Foundation Trust (Trust), the successful Pharmacy
(Provider), the General Practitioner (GP) and the patient’s previous community
pharmacy
1.3.3. Implement holistic medicines reconciliation by providing better information to patients,
GPs and community pharmacies about changes to medicines at discharge
1.3.4. Achieve collaborative working to ensure that both requests for newly initiated MDS at
discharge are appropriate and that ongoing provision of MDS for all patients is
appropriate
1.3.5. Facilitate the Trust Medicines Management Policy and reduce waste through
duplicate dispensing of discharge medicines
1.3.6. Provide the Trust with information relating to service safety, including dispensing
errors, performance and patient acceptability
2. Quality Standards
2.1 Workforce
2.1.1
2.1.2
2.1.3
2.1.4
The Provider must ensure that all persons performing the services at all times hold all
necessary qualifications and registrations. Pharmacists and pharmacy technicians
performing services must be registered with the General Pharmaceutical Council, and
pharmacy assistants must have or be able to demonstrate evidence of working
towards NVQ Level 2.
The Provider must employ staff of the calibre and at levels of experience appropriate
to perform the Services to the required standard at all times. The Provider must
demonstrate that the pharmacists involved in the delivery of the Service have the
necessary clinical training, ideally (but not essentially) qualified at the level of post
graduate diploma in clinical pharmacy or similar.
The Provider must ensure that every person employed in the execution of the
agreement is at all times properly and sufficiently trained and instructed.
The Provider must ensure that their staff undertake continuing professional
development relevant to their professional duties, and that they adhere to the
principles of continuous quality improvement informed by the audit process.
Page 14 of 37
2.2 Clinical Governance
2.2.1
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
The Provider must have Clinical Governance systems and policies in place that will
enable their quality of care to be monitored by the Trust.
The Provider must have systems in place to reduce risk, monitor incidents and near
misses, and to deal with complaints.
In the event of an external error (e.g. prescribing, dispensing, accuracy or clinical
checking or communication error) either the Trust or the Provider (which term
includes its employees, agents and all others authorised by it) must deal with the
incident within their own reporting procedure. Errors must be resolved with the patient
or carer and duty of candour demonstrated. The Provider must notify the Trust in the
event of an external error, as soon as that error is identified; all such errors must be
included in the Trust monthly performance report. This report must include any
outcomes, including the patient outcome, if applicable.
The Provider must notify the Trust in the event of a complaint being made by a
member of public or member of staff regarding the Trust or the Provider, as soon as
that complaint is made; either party must deal with the complaint under their own
complaints procedure. Details of complaints must be recorded and documented and
must be available to the Trust on request.
The Provider must have standards of dispensing, pharmaceutical supplies and
disposal in accordance with the Royal Pharmaceutical Society guidance and all
relevant legislation, including National Patient Safety Agency guidance such as
“Dispensing for Safety”
The Provider must have standard operating procedures (SOPs) in place for all
aspects of MDS service provision, which must be available to the Trust on request.
Where process changes are required in light of incidents, learning or service
development, SOPs must be updated and shared accordingly
3. Service Specification
3.1 Premises
3.1.1 The Provider’s premises must be registered with the General Pharmaceutical Council.
3.1.2 The Provider’s premises used for the supply of pharmaceutical products to the Trust
under this Contract must meet the following requirements:3.1.2.1 The premises must have sufficient work space to enable the Provider to carry out the
work involved with this Contract in an organised and efficient way and with clear work
flows.
3.1.2.2 The premises must have sufficient storage capacity to enable the Provider to maintain
an effective stock management system.
3.1.2.3 The premises must be maintained in good order, kept clean and provide a safe
working environment. All statutory requirements must be complied with in accordance
with the General Pharmaceutical Council.
3.2 Provision of Service
3.2.1
3.2.2
3.2.3
This Service must be available to all in-patients identified as receiving their medicines
in a MDS on admission to hospital or requiring MDS upon discharge following
assessment (Refer to Clause 3.9 New MDS patients)
The Provider must provide telephone number/s in order that they can be contacted
verbally by a member of the ward team (discharge co-ordinator/facilitator/ward nurse)
to agree provision of the MDS and a date for commencement. Written confirmation
details must be faxed in the form of a referral letter and electronic discharge letter
(EDL)
The Provider must ensure that faxed information is treated confidentially and is
received on a ‘safe-haven’ fax machine.
Page 15 of 37
3.2.4
All EDLs must have a clinical check by a Trust clinical pharmacist, evidenced by a
signature in the professional check box on the EDL, prior to dispensing by the MDSProvider
3.3 Availability of Service
3.3.1
The Provider must accept EDL referrals and deliver MDS during the following core
hours, as a minimum requirement:
3.3.1.1 Five days a week, Monday to Friday: 9am – 7pm
3.3.1.2 At weekends, Saturdays and Sundays: 10am – 3pm
3.3.1.3 Bank Holidays (except Christmas Day): 10am – 3pm
3.3.1.4 Out-of-hours: not applicable
3.4 Transport and Delivery of MDS
3.4.1
3.4.2
3.4.3
The Provider must ensure that storage requirements of all medication during
transportation are fulfilled by using appropriate containers and having up-to-date
standard operating procedures. This includes the use of validated procedures and
containers for the maintenance of cold chain when required.
Delivery of MDS to Trust by the Provider must be to the relevant nurse station and a
consignment note listing all the items supplied must be provided to and signed for by
a registered nurse on each delivery.
The turnaround times and delivery schedule required are outlined in the schedule
below:
Period
Time EDL received by
Provider
Before 12 noon
Time EDL delivered
Trust
Before 7pm SAME DAY
After 12 noon
Before 12 noon NEXT DAY
Weekends/Bank
Holidays (except
Christmas Day)
Before 12 noon
Before 3pm SAME DAY
After 12 noon
Before 3pm NEXT DAY
Out of Hours
N/A
N/A
Weekdays
(Monday-Friday)
3.4.4
to
The Provider must ensure they receive all necessary signed copies of the EDL for
their own records
3.5 Procurement of Medicines
3.5.1
3.5.2
3.5.3
The Provider assumes responsibility for the sourcing of all pharmaceutical supplies
required by the Trust, using their own procurement systems, arrangements and
contracts.
The Provider must charge the Trust at Drug Tariff price for pharmaceuticals provided
to patients at discharge.
Drug orders must be placed as efficiently as possible to ensure that out-of-stock
situations are reduced to a minimum at all times.
3.6 Supply of Medicines
3.6.1
All pharmaceutical products supplied under this Contract must be obtained from a
reputable source and be of a high quality and fit for the intended purpose.
Page 16 of 37
3.6.2
The Provider must not supply any item where they have reason to doubt its quality or
safety; should receipt of counterfeit or defective medicines be suspected, such
medicines must be isolated from other stock and withheld from supply
3.6.3 All pharmaceutical products must be stored under suitable conditions appropriate to
the nature and stability of the product concerned. They must be protected from
contamination, sunlight, atmospheric moisture and adverse temperatures. During
storage medicines must be retained in the manufacturer’s original packaging and
have batch and expiry details.
3.6.4 Refrigerators used for pharmaceutical stock must be capable of storing products
between 2C and 8C. They must be equipped with a maximum/minimum thermometer,
or other suitable alternative, which is checked on each day the pharmacy, is open
and the maximum and minimum temperatures recorded. Steps must be taken to
rectify discrepancies in temperatures.
3.6.5 Liability to pay, ownership and risk will only be passed to the Trust in respect of items
actually delivered to the Trust premises which are of satisfactory quality and signed
for by Trust staff.
3.6.6 The Provider must provide the Trust warning within reasonable timescale regarding
any shortages of stock, product recalls, Drug Alerts, and any other information that
may impact on the Services. An owings note must always be supplied where an order
cannot be supplied, if appropriate.
3.6.7 All notified drug alerts and recalls received by the Provider, local, regional or national,
must be checked against supplies made to the Trust.
3.6.8 All medication must be dispensed in accordance with a faxed copy of the Trust
discharge prescription. The Provider must obtain the legally valid prescription (signed
original) from the Trust before the medication delivery is released
3.6.9 The Provider must not accept hand-written amendments to the Trust EDL prior to
dispensing medicines.
3.6.10 All dispensed medication labels must satisfy the labelling requirements of the
Medicine Act (1968) and the guidance issued by the General Pharmaceutical Council
3.6.11 Not all medicines are suitable for inclusion in the MDS. Royal Pharmaceutical
Society guidelines on the filling of compliance aids must be followed. The Provider
must assess the stability of medication in the MDS and any potential complications
relating to the provision of medication in the MDS must be discussed between the
prescriber and the Provider and professional judgement in the “best interests of the
patient” executed. All such discussions must be documented.
3.6.12 The Provider must dispense all items on the EDL, except for:
3.6.12.1 Controlled drugs
3.6.12.2 Sip-feeds
3.6.12.3 Intravenous antibiotics
3.6.12.4 Certain identified high-cost items, as determined by the Trust, subject to local and
regionally negotiated contracts
3.6.12.5 Items pre-dispensed by the Trust and indicated as such on the discharge
prescription in accordance with the Trust Medicines Management Policy
3.6.12.6 Items that the patient has at home and indicated as such on the discharge
prescription in accordance with the Trust Medicines Management Policy
3.6.13 A fourteen day supply of medicines must be dispensed by the Provider in the MDS,
unless a shorter course length is specified on the discharge prescription
3.6.14 Multi-dose items dispensed in their original packs separately from the MDS, may fulfil
a longer course length, often 28 days
3.6.15 For separate items not suitable for incorporation into the MDS, the Provider must
dispense original packs wherever possible even if the number of dose units does not
exactly match the prescription, e.g. where 28 dose units are required, an original pack
of 30 dose units must be supplied
3.6.16 Where warfarin is prescribed, the Provider must supply two boxes of 28, 3mg tablets,
labelled ‘take as directed by the anticoagulant clinic’
3.6.17 Where the available strength of a tablet is not equivalent to the dose prescribed and
more than one tablet strength must be supplied to achieve the dose, the most
Page 17 of 37
3.6.18
3.6.19
3.6.20
3.6.21
3.6.22
3.6.23
3.6.24
3.6.25
3.6.26
3.6.27
economical combination of tablets must be dispensed. The Trust will reimburse one
dispensing fee in this instance.
Where more than one strength of a formulation exists, the Provider must supply the
most cost effective strength available. The Provider must be aware that Drug Tariff
prices may fluctuate.
Packaging of medicines for ‘as required’ use in MDS is not suitable. The Provider
must dispense separate ‘as required’ items in their original pack, in quantities agreed
with the Trust, often equivalent to 28 or 30 dose units
The Provider must ensure that the timings of medication in the MDS and the contents
of the MDS correspond exactly to the discharge letter provided. If the discharge
letter does not state timing of medication specifically, then the Provider must assess
the most appropriate timing and dispense medicines accordingly
The Provider must notify the Trust if a special-order unlicensed medicine is required.
Special-order unlicensed medicines must be dispensed by the Provider in the MDS
unless the medicine is unsuitable for MDS dispensing or patient preference
determines separate dispensing (i.e. the patient normally receives treatment
dispensed in a separate container); under these circumstances the discharge supply
will be provided from Trust pharmacy.
Generic medicines must be dispensed unless a branded product is the only available
option
All dispensed and stock medications must be supplied with a patient information
leaflet produced by the manufacturers.
Items supplied to the Trust must be dispensed under the supervision of a qualified
pharmacist.
The Supplier must maintain Patient Medications Records conforming to the standards
of the General Pharmaceutical Council for all patients of the Trust receiving
medications from the Supplier and to use them to check for appropriateness of
medication when dispensing prescriptions.
The Provider must use standard MDS heat- or cold-seal multi-dose packs (i.e.
allowing more than one dose unit within each blister) for all patients
The Provider must be responsible for the cost of containers and packaging.
3.7 Medicines Reconciliation and Communication of Discharge Letter Requirements
3.7.1
3.7.2
3.7.3
The Provider must be aware that following discharge from hospital medication
discrepancies may occur and must therefore ensure that any discrepancies identified
between medication taken prior to admission (from the GP record) and the EDL are
resolved with appropriate staff and documentation, before supplying MDS for
discharge. This must include communication to the patient’s GP and previous
community pharmacy of patients’ medicines requirements at discharge. The Trust
will facilitate this process by providing the patient’s GP and usual community
pharmacy contact details prior to discharge. Through this process, the Provider must
ensure that systems are in place for the reordering of prescriptions and re-supply of
MDS.
The Provider must ensure that the patients’ GP and usual community pharmacy are
fully informed with all transfer details within 3 working days of discharge from the
Trust.
The Provider must ensure follow-up with the patient within 7 days following discharge
during which any medicines-related queries can be addressed.
3.8 New MDS patients
3.8.1
3.8.2
The Provider must work collaboratively with the Trust to ensure that requests for
newly initiated MDS at discharge are appropriate.
In some cases, patients will only need short term support through MDS at discharge
and so the Provider must recommend that patients receive a Medicines Use Review
with their continuing community pharmacist together with an Equality Act assessment
Page 18 of 37
which must highlight options for patients moving forward. Refer to local guidance;
Repeat Prescription – Supply of MDS by Community Pharmacies, available at
http://www.dudleyformulary.nhs.uk/page/20/guidelines
3.9 Contingency Arrangements
3.9.1. In the event of a serious untoward incident the Provider must provide immediate
reporting to the Trust Head of Pharmacy.
3.9.2 In the event of large scale unforeseen events which are not covered by the security
provision of the Service, the Provider must identify their proposals for minimising or
remedying the impact on service provision, and their proposals for escalating the
response of such events for risk sharing with the Trust.
3.9.3
Where discrepancies in refrigerator temperatures occur, the Provider must have
SOPs in place that outline the course of action required to minimise the impact on
service provision.
3.10
Invoicing
3.10.1 The Provider must produce a monthly invoice of all items used. The invoicing system
must be transparent and capable of being audited to ensure probity.

Monthly invoices must be accompanied with copies of the EDL for each individual
patient and the name and address of the patient’s general practitioner.
Tenderers must note that under the Contract the Trust will:


4
Reimburse the Provider for fourteen days’ supply of medicines dispensed in the multicompartment compliance aid.
Reimburse the Provider for the exact quantity of shorter course lengths as specified
on the discharge prescription, dispensed separately from the multi-compartment
compliance aid.
Reimburse the Provider for the exact quantity of multi-dose items dispensed in their
original pack separately from the multi-compartment compliance aid which may fulfil a
longer course length, often 28 days.
Performance Management and On-going Contract Support
4.1 The Trust and the Provider must hold quarterly review meetings to ensure strategic
planning of the service and performance management.
4.2 The Provider must issue monthly information reports outlining adherence to the Service
Quality Key Performance Indicators (KPIs) detailed in Appendix 1 below and clinical
governance issues, incidents and complaints. Incidents will include the number of
internal (within pharmacy) and external (end user at Trust) errors as a percentage of the
number of medicine lines issued. The Trust may ask the Provider for additional
information, details of the information requirements must be made no later than four
weeks in advance of any performance meeting.
4.3 The Provider must specify the named lead contact for the service and a deputy to cover
annual leave and sickness. Key staff appointments and changes by either party must be
notified to the respective heads of the pharmacy service.
4.4 Workload monitoring must be undertaken on an annual basis, unless quarterly reviews
suggest significant over- or under-activity.
4.5 In exceptional circumstances when Trust capacity results in increased demand/workload
the Provider must work collaboratively with the Trust to proactively assist with the
expedite of patient discharge.
4.6 Where appropriate the Provider must work with other health and social care professionals
to ensure the safe provision of medication to patients.
Page 19 of 37
4.7 The Provider must maintain adequate records of the performance and result of the
Service provided, incorporating information about medication changes, concerns about
concordance and advice provided.
4.8 The Provider will not be liable for delay or failure to perform its obligation under this
agreement if the delay or failure results from circumstances beyond their reasonable
control.
4.9 It is expected that over 95% of prescriptions will meet the specified performance
standards and remedies for failure to meet these will apply, please refer to Appendix 1 for
more details.
5
Appendix 1: Service Quality Key Performance Indicators (KPIs)
Key Performance
Indicator
Measure
Acceptable
Performance
1.1 Preparation
and delivery of
MDS within
agreed
timeframes
(Reference:
Clause 3.4.3
provides details
of the
turnaround
times required)
1.2 Cost-effective
use of
medicines
Time MDS ready in relation to
receipt of faxed request
95% and above
1.3 Communication
of transfer of
care to care
providers and
service users
1.4 Communication
of medicines
reconciliation
information to
care providers
and service
users
1.5 New MDS
patients
1.6 Clinical
Governance
Time MDS delivered in relation
to receipt of faxed request
Percentage of medicines not
supplied in accordance with
prescription due to stock nonavailability
Remedies for
failure to meet an
Acceptable
Performance
Trust will review
the
cumulative
percentage
for
each QTR and if
<95% is achieved
then 10% service
charge for that
quarter will be
withheld
All medicines dispensed in
accordance with service
specification (e.g. Trust
endorsing guidance on
discharge letter; agreed
quantities for ‘when required’
supplies)
All existing patients referred
back to previous MDS provider
once initial discharge supply
exhausted
100%
*- Please see
below
100%
*- Please see
below
Number of patients with
identified medicines
reconciliation queries and the
nature of these
Communication of hospitalmade medication changes to
GP/care provider/patient
Able to identify and monitor
the number of newly initiated
MDS
% of dispensing errors
% of ‘other’ errors
70%
*- Please see
below
100%
*- Please see
below
To be reviewed
on an on-going
basis
*- Please see
below
* - Failure to meet an Acceptable Performance of this KPI will be remedied in accordance
with Clause 15 Term and Termination of the NHS Terms and Conditions for the supply of
Goods and Provision of Services – Contract Version – March 2015
Page 20 of 37
SECTION 4 – OFFER SCHEDULE
PLEASE NOTE:
1. Tenderers are requested to provide comprehensive responses to each
clause in this Offer Schedule as it will be this information that will be used
by the Evaluation Team to evaluate your Organisation’s ability to provide the
services required under this Contract.
2. Tenderers must provide their responses in the boxes provided under each
clause. Please note that Tenderers can extend the size of these boxes, as
required, to ensure that their complete response/s are included in the box.
3. If Tenderers want to provide separate page/s to supplement their response
to a clause then they must reference the clause number to which their
response refers to on the separate page/s.
1. Contract Prices
1.1. Tenderers are requested to provide their Contract Prices by completing the attached
Price Schedule.
Tenderers please note that prior to completing the Price Schedule they must review
the additional information provided under the tab titled "3. Drugs data for
information" of the Price Schedule.
2. Responses to the Requirements of the Specification (Section 3)
Please note that when providing your responses to the Requirements of the
Specification the following Service Aims of the Contract must be taken into
consideration.
1. Service Aims
1.1 The Contract aims to provide medicines in monitored dosage systems (MDS) for those
patients unable to self-administer their medication by any other means
1.2 The service must be of a consistently high quality, safe, efficient and cost effective and
put the clinical needs of the individual at the heart of the provision
1.3 In particular, the Contract must:
1.3.1 Ensure timely delivery of medicines to the hospital
1.3.2 Ensure communication of the discharge letter requirements for patients between the
patient, The Dudley Group NHS Foundation Trust (Trust), the successful Pharmacy
(Provider), the General Practitioner (GP) and the patient’s previous community
pharmacy
1.3.3 Implement holistic medicines reconciliation by providing better information to patients,
GPs and community pharmacies about changes to medicines at discharge
1.3.4 Achieve collaborative working to ensure that both requests for newly initiated MDS at
discharge are appropriate and that ongoing provision of MDS for all patients is
appropriate
1.3.5 Facilitate the Trust Medicines Management Policy and reduce waste through duplicate
dispensing of discharge medicines
1.3.6 Provide the Trust with information relating to service safety, including dispensing
errors, performance and patient acceptability
Page 21 of 37
2. Quality Standards
2.1 Workforce
2.1.1 The Provider must ensure that all persons performing the services at all times hold all
necessary qualifications and registrations. Pharmacists and pharmacy technicians
performing services must be registered with the General Pharmaceutical Council, and
pharmacy assistants must have or be able to demonstrate evidence of working towards
NVQ Level 2.
2.1.2 The Provider must employ staff of the calibre and at levels of experience appropriate to
perform the Services to the required standard at all times. The Provider must
demonstrate that the pharmacists involved in the delivery of the Service have the
necessary clinical training, ideally (but not essentially) qualified at the level of post
graduate diploma in clinical pharmacy or similar.
2.1.3 The Provider must ensure that every person employed in the execution of the
agreement is at all times properly and sufficiently trained and instructed.
2.1.4 The Provider must ensure that their staff undertake continuing professional
development relevant to their professional duties, and that they adhere to the principles
of continuous quality improvement informed by the audit process.
2.2 Clinical Governance
2.2.1 The Provider must have Clinical Governance systems and policies in place that will
enable their quality of care to be monitored by the Trust.
2.2.2 The Provider must have systems in place to reduce risk, monitor incidents and near
misses, and to deal with complaints.
2.2.3 In the event of an external error (e.g. prescribing, dispensing, accuracy or clinical
checking or communication error) either the Trust or the Provider (which term includes
its employees, agents and all others authorised by it) must deal with the incident within
their own reporting procedure. Errors must be resolved with the patient or carer and
Page 22 of 37
duty of candour demonstrated. The Provider must notify the Trust in the event of an
external error, as soon as that error is identified; all such errors must be included in the
Trust monthly performance report. This report must include any outcomes, including
the patient outcome, if applicable.
2.2.4 The Provider must notify the Trust in the event of a complaint being made by a member
of public or member of staff regarding the Trust or the Provider, as soon as that
complaint is made; either party must deal with the complaint under their own
complaints procedure. Details of complaints must be recorded and documented and
must be available to the Trust on request.
2.2.5 The Provider must have standards of dispensing, pharmaceutical supplies and disposal
in accordance with the Royal Pharmaceutical Society guidance and all relevant
legislation, including National Patient Safety Agency guidance such as “Dispensing for
Safety”
2.2.6
The Provider must have standard operating procedures (SOPs) in place for all aspects
of MDS service provision, which must be available to the Trust on request. Where
process changes are required in light of incidents, learning or service development,
SOPs must be updated and shared accordingly
3. Service Specification
3.1 Premises
3.1.1 The Provider’s premises must be registered with the General Pharmaceutical Council.
3.1.2 The Provider’s premises used for the supply of pharmaceutical products to the Trust
under this Contract must meet the following requirements:3.1.2.1 The premises must have sufficient work space to enable the Provider to carry out the
work involved with this Contract in an organised and efficient way and with clear work
flows.
3.1.2.2 The premises must have sufficient storage capacity to enable the Provider to maintain
an effective stock management system.
Page 23 of 37
3.1.2.3 The premises must be maintained in good order, kept clean and provide a safe
working environment. All statutory requirements must be complied with in accordance
with the General Pharmaceutical Council.
3.2 Provision of Service
3.2.1 This Service must be available to all in-patients identified as receiving their medicines
in a MDS on admission to hospital or requiring MDS upon discharge following
assessment (Refer to Clause 3.9 New MDS patients)
3.2.2 The Provider must provide telephone number/s in order that they can be contacted
verbally by a member of the ward team (discharge co-ordinator/facilitator/ward nurse)
to agree provision of the MDS and a date for commencement. Written confirmation
details must be faxed in the form of a referral letter and electronic discharge letter
(EDL)
3.2.3 The Provider must ensure that faxed information is treated confidentially and is
received on a ‘safe-haven’ fax machine.
3.2.4 All EDLs must have a clinical check by a Trust clinical pharmacist, evidenced by a
signature in the professional check box on the EDL, prior to dispensing by the MDSProvider
3.3 Availability of Service
3.3.1
The Provider must accept EDL referrals and deliver MDS during the following core
hours, as a minimum requirement:
3.3.1.1 Five days a week, Monday to Friday: 9am – 7pm
3.3.1.2 At weekends, Saturdays and Sundays: 10am – 3pm
3.3.1.3 Bank Holidays (except Christmas Day): 10am – 3pm
Page 24 of 37
3.4 Transport and Delivery of MDS
3.4.1 The Provider must ensure that storage requirements of all medication during
transportation are fulfilled by using appropriate containers and having up-to-date
standard operating procedures. This includes the use of validated procedures and
containers for the maintenance of cold chain when required.
3.4.2 Delivery of MDS to Trust by the Provider must be to the relevant nurse station and a
consignment note listing all the items supplied must be provided to and signed for by a
registered nurse on each delivery.
3.4.3 The turnaround times and delivery schedule required are outlined in the schedule
below:
Period
Time EDL received by
Provider
Before 12 noon
Time EDL delivered
Trust
Before 7pm SAME DAY
After 12 noon
Before 12 noon NEXT DAY
Weekends/Bank
Holidays (except
Christmas Day)
Before 12 noon
Before 3pm SAME DAY
After 12 noon
Before 3pm NEXT DAY
Out of Hours
N/A
N/A
Weekdays
(Monday-Friday)
to
3.4.4 The Provider must ensure they receive all necessary signed copies of the EDL for their
own records
3.5 Procurement of Medicines
3.5.1 The Provider assumes responsibility for the sourcing of all pharmaceutical supplies
required by the Trust, using their own procurement systems, arrangements and
contracts.
3.5.2 The Provider must charge the Trust at Drug Tariff price for pharmaceuticals provided to
patients at discharge.
Page 25 of 37
3.5.3 Drug orders must be placed as efficiently as possible to ensure that out-of-stock
situations are reduced to a minimum at all times.
3.6 Supply of Medicines
3.6.1 All pharmaceutical products supplied under this Contract must be obtained from a
reputable source and be of a high quality and fit for the intended purpose.
3.6.2 The Provider must not supply any item where they have reason to doubt its quality or
safety; should receipt of counterfeit or defective medicines be suspected, such
medicines must be isolated from other stock and withheld from supply
3.6.3 All pharmaceutical products must be stored under suitable conditions appropriate to the
nature and stability of the product concerned. They must be protected from
contamination, sunlight, atmospheric moisture and adverse temperatures. During
storage medicines must be retained in the manufacturer’s original packaging and have
batch and expiry details.
3.6.4 Refrigerators used for pharmaceutical stock must be capable of storing products
between 2C and 8C. They must be equipped with a maximum/minimum thermometer,
or other suitable alternative, which is checked on each day the pharmacy, is open and
the maximum and minimum temperatures recorded. Steps must be taken to rectify
discrepancies in temperatures.
3.6.5 Liability to pay, ownership and risk will only be passed to the Trust in respect of items
actually delivered to the Trust premises which are of satisfactory quality and signed for
by Trust staff.
3.6.6 The Provider must provide the Trust warning within reasonable timescale regarding
any shortages of stock, product recalls, Drug Alerts, and any other information that may
impact on the Services. An owings note must always be supplied where an order
cannot be supplied, if appropriate.
3.6.7 All notified drug alerts and recalls received by the Provider, local, regional or national,
must be checked against supplies made to the Trust.
Page 26 of 37
3.6.8 All medication must be dispensed in accordance with a faxed copy of the Trust
discharge prescription. The Provider must obtain the legally valid prescription (signed
original) from the Trust before the medication delivery is released.
3.6.9 The Provider must not accept hand-written amendments to the Trust EDL prior to
dispensing medicines.
3.6.10 All dispensed medication labels must satisfy the labelling requirements of the
Medicine Act (1968) and the guidance issued by the General Pharmaceutical Council.
3.6.11 Not all medicines are suitable for inclusion in the MDS. Royal Pharmaceutical
Society guidelines on the filling of compliance aids must be followed. The Provider
must assess the stability of medication in the MDS and any potential complications
relating to the provision of medication in the MDS must be discussed between the
prescriber and the Provider and professional judgement in the “best interests of the
patient” executed. All such discussions must be documented.
3.6.12 The Provider must dispense all items on the EDL, except for:
 Controlled drugs
 Sip-feeds
 Intravenous antibiotics
 Certain identified high-cost items, as determined by the Trust, subject to local and
regionally negotiated contracts
 Items pre-dispensed by the Trust and indicated as such on the discharge
prescription in accordance with the Trust Medicines Management Policy
 Items that the patient has at home and indicated as such on the discharge
prescription in accordance with the Trust Medicines Management Policy
3.6.13 A fourteen day supply of medicines must be dispensed by the Provider in the MDS,
unless a shorter course length is specified on the discharge prescription.
3.6.14 Multi-dose items dispensed in their original packs separately from the MDS, may fulfil
a longer course length, often 28 days.
Page 27 of 37
3.6.15 For separate items not suitable for incorporation into the MDS, the Provider must
dispense original packs wherever possible even if the number of dose units does not
exactly match the prescription, e.g. where 28 dose units are required, an original pack
of 30 dose units must be supplied.
3.6.16 Where warfarin is prescribed, the Provider must supply two boxes of 28, 3mg tablets,
labelled ‘take as directed by the anticoagulant clinic’.
3.6.17 Where the available strength of a tablet is not equivalent to the dose prescribed and
more than one tablet strength must be supplied to achieve the dose, the most
economical combination of tablets must be dispensed. The Trust will reimburse one
dispensing fee in this instance.
3.6.18 Where more than one strength of a formulation exists, the Provider must supply the
most cost effective strength available. The Provider must be aware that Drug Tariff
prices may fluctuate.
3.6.19 Packaging of medicines for ‘as required’ use in MDS is not suitable. The Provider
must dispense separate ‘as required’ items in their original pack, in quantities agreed
with the Trust, often equivalent to 28 or 30 dose units.
3.6.20 The Provider must ensure that the timings of medication in the MDS and the contents
of the MDS correspond exactly to the discharge letter provided. If the discharge
letter does not state timing of medication specifically, then the Provider must assess
the most appropriate timing and dispense medicines accordingly.
3.6.21 The Provider must notify the Trust if a special-order unlicensed medicine is required.
Special-order unlicensed medicines must be dispensed by the Provider in the MDS
unless the medicine is unsuitable for MDS dispensing or patient preference
determines separate dispensing (i.e. the patient normally receives treatment
dispensed in a separate container); under these circumstances the discharge supply
will be provided from Trust pharmacy.
Page 28 of 37
3.6.22 Generic medicines must be dispensed unless a branded product is the only available
option.
3.6.23 All dispensed and stock medications must be supplied with a patient information
leaflet produced by the manufacturers.
3.6.24 Items supplied to the Trust must be dispensed under the supervision of a qualified
pharmacist.
3.6.25 The Supplier must maintain Patient Medications Records conforming to the standards
of the General Pharmaceutical Council for all patients of the Trust receiving
medications from the Supplier and to use them to check for appropriateness of
medication when dispensing prescriptions.
3.6.26 The Provider must use standard MDS heat- or cold-seal multi-dose packs (i.e.
allowing more than one dose unit within each blister) for all patients.
3.6.27 The Provider must be responsible for the cost of containers and packaging.
3.7 Medicines Reconciliation and Communication of Discharge Letter Requirements
3.7.1 The Provider must be aware that following discharge from hospital medication
discrepancies may occur and must therefore ensure that any discrepancies identified
between medication taken prior to admission (from the GP record) and the EDL are
resolved with appropriate staff and documentation, before supplying MDS for
discharge. This must include communication to the patient’s GP and previous
community pharmacy of patients’ medicines requirements at discharge. The Trust
will facilitate this process by providing the patient’s GP and usual community
pharmacy contact details prior to discharge. Through this process, the Provider must
ensure that systems are in place for the reordering of prescriptions and re-supply of
MDS.
3.7.2 The Provider must ensure that the patients’ GP and usual community pharmacy are
fully informed with all transfer details within 3 working days of discharge from the
Trust.
Page 29 of 37
3.7.3 The Provider must ensure follow-up with the patient within 7 days following discharge
during which any medicines-related queries can be addressed.
3.8 New MDS patients
3.8.1 The Provider must work collaboratively with the Trust to ensure that requests for
newly initiated MDS at discharge are appropriate.
3.8.2 In some cases, patients will only need short term support through MDS at discharge
and so the Provider must recommend that patients receive a Medicines Use Review
with their continuing community pharmacist together with an Equality Act assessment
which must highlight options for patients moving forward. Refer to local guidance;
Repeat Prescription – Supply of MDS by Community Pharmacies, available at
http://www.dudleyformulary.nhs.uk/page/20/guidelines
3.9 Contingency Arrangements
3.9.1. In the event of a serious untoward incident the Provider must provide immediate
reporting to the Trust Head of Pharmacy.
3.9.2 In the event of large scale unforeseen events which are not covered by the security
provision of the Service, the Provider must identify their proposals for minimising or
remedying the impact on service provision, and their proposals for escalating the
response of such events for risk sharing with the Trust.
3.9.3
3.10
Where discrepancies in refrigerator temperatures occur, the Provider must have
SOPs in place that outline the course of action required to minimise the impact on
service provision.
Invoicing
3.10.1 The Provider must produce a monthly invoice of all items used. The invoicing system
must be transparent and capable of being audited to ensure probity.
Page 30 of 37
3.10.2 Monthly invoices must be accompanied with copies of the EDL for each individual
patient and the name and address of the patient’s general practitioner.
Tenderers must note that under the Contract the Trust will:


4
Reimburse the Provider for fourteen days’ supply of medicines dispensed in the multicompartment compliance aid.
Reimburse the Provider for the exact quantity of shorter course lengths as specified
on the discharge prescription, dispensed separately from the multi-compartment
compliance aid.
Reimburse the Provider for the exact quantity of multi-dose items dispensed in their
original pack separately from the multi-compartment compliance aid which may fulfil a
longer course length, often 28 days.
Performance Management and On-going Contract Support
4.1 The Trust and the Provider must hold quarterly review meetings to ensure strategic
planning of the service and performance management.
4.2 The Provider must issue monthly information reports outlining adherence to the Service
Quality Key Performance Indicators (KPIs) detailed in Appendix 1 below and clinical
governance issues, incidents and complaints. Incidents will include the number of
internal (within pharmacy) and external (end user at Trust) errors as a percentage of the
number of medicine lines issued. The Trust may ask the Provider for additional
information, details of the information requirements must be made no later than four
weeks in advance of any performance meeting.
4.3 The Provider must specify the named lead contact for the service and a deputy to cover
annual leave and sickness. Key staff appointments and changes by either party must be
notified to the respective heads of the pharmacy service.
4.4 Workload monitoring must be undertaken on an annual basis, unless quarterly reviews
suggest significant over- or under-activity.
4.5 In exceptional circumstances when Trust capacity results in increased
demand/workload the Provider must work collaboratively with the Trust to proactively
assist with the expedite of patient discharge.
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4.6 Where appropriate the Provider must work with other health and social care
professionals to ensure the safe provision of medication to patients.
4.7 The Provider must maintain adequate records of the performance and result of the
Service provided, incorporating information about medication changes, concerns about
concordance and advice provided.
4.8 The Provider will not be liable for delay or failure to perform its obligation under this
agreement if the delay or failure results from circumstances beyond their reasonable
control.
4.9 It is expected that over 95% of prescriptions will meet the specified performance
standards and remedies for failure to meet these will apply, please refer to Appendix 1 for
more details.
5
Appendix 1: Service Quality Key Performance Indicators (KPIs)
Key Performance
Indicator
Measure
Acceptable
Performance
1.1 Preparation
and delivery of
MDS within
agreed
timeframes
(Reference:
Clause 3.4.3
provides details
of the
turnaround
times required)
1.2 Cost-effective
use of
medicines
Time MDS ready in relation to
receipt of faxed request
95% and above
1.3 Communication
of transfer of
care to care
Time MDS delivered in relation
to receipt of faxed request
Percentage of medicines not
supplied in accordance with
prescription due to stock nonavailability
All medicines dispensed in
accordance with service
specification (e.g. Trust
endorsing guidance on
discharge letter; agreed
quantities for ‘when required’
supplies)
All existing patients referred
back to previous MDS provider
once initial discharge supply
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Remedies for
failure to meet an
Acceptable
Performance
Trust will review
the
cumulative
percentage
for
each QTR and if
<95% is achieved
then 10% service
charge for that
quarter will be
withheld
100%
*- Please see
below
100%
*- Please see
below
providers and
service users
1.4 Communication
of medicines
reconciliation
information to
care providers
and service
users
1.5 New MDS
patients
1.6 Clinical
Governance
exhausted
Number of patients with
identified medicines
reconciliation queries and the
nature of these
Communication of hospitalmade medication changes to
GP/care provider/patient
Able to identify and monitor
the number of newly initiated
MDS
% of dispensing errors
% of ‘other’ errors
70%
*- Please see
below
100%
*- Please see
below
To be reviewed
on an on-going
basis
*- Please see
below
* - Failure to meet an Acceptable Performance of this KPI will be remedied in accordance
with Clause 15 Term and Termination of the NHS Terms and Conditions for the Supply of
Goods and Provision of Services – Contract Version – March 2015
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SECTION 5 - FORM OF TENDER
I/we ..................................................................................... (the Tenderer)
of
............................................................................................................................................
....................................................................................................................................(Address)
Agrees:
8.1
That this Tender and any contracts arising from it shall be subject to the Conditions of
Tender, NHS Conditions of Contract for the Supply of Goods and Provision of
Services (Contract Version) (March 2015) and all other terms (if any) issued with the
Invitation to Tender; and
8.2
to provide Multi-compartment Compliance aids, also known as Monitored Dosage
Systems (MDS), to identified in-patients immediately following discharge from The
Dudley Group NHS Foundation Trust in respect of which its Tender is accepted (if
any) to the exact quality, sort and price specified in the Tender Schedule in such
quantities, to such extent and at such times and locations as ordered; and
8.3
that this Tender is made in good faith and that the Tenderer has not fixed or adjusted
the amount of the Tender by or in accordance with any agreement or arrangement
with any other person. The Tenderer certifies that it has not and undertakes that it will
not:
8.3.1 communicate to any person other than the person inviting these Tenders the
amount or approximate amount of the Tender, except where the disclosure, in
confidence, of the approximate amount of the Tender was necessary to obtain
quotations required for the preparation of the Tender, for insurance purposes
or for a contract guarantee bond;
8.3.2 enter into any arrangement or agreement with any other person that he or the
other person(s) shall refrain from making an Tender or as to the amount of any
Tender to be submitted.
Dated this ............................... day of ...................................Year ............
Name (print) ...........................................................................................
Signature ................................................................................................
Title ................................................................................................
Witnessed by:
Name (Print)…………………………………………………………………………………....
Signature……………………………………………………………………………………......
Title……………………………………………………………………………………….
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SECTION 6 - CERTIFICATE OF NON CANVASSING
To: Dudley Group NHS Foundation Trust
I/We hereby certify that I/We have not canvassed or solicited any Member, Officer, Employee
or Agent of the Participating Trusts in connection with the award of this Tender or any other
Tender or proposed Tender for the Services and that no person employed by me/us or acting
on my/our behalf has committed any such act.
I/We further hereby undertake that I/We will not in the future canvass or solicit any Member,
Officer, Employee or Agent of the Participating Trusts in connection with the award of this or
any other Tender or proposed Tender for the provision of Services and that no person
employed by me/us or acting on my/our behalf will commit any such act.
Dated this ............................ day of .........................................Year ...........................
Name (print) .................................................................................................................
Signature ......................................................................................................................
Title ...............................................................................................................................
Company/Organisation Name:………………………………………………………………
Witnessed by:
Name (Print)…………………………………………………………………………………....
Signature……………………………………………………………………………………......
Title………………………………………………………………………………………………
Company/Organisation Name:………………………………………………………………
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SECTION 7 – FAX HEADER
FOR THE ATTENTION OF:
DAVE LEWIS
FAX NUMBER:
01384 244194
CONTRACT NAME:
Contract for the provision of Multi-compartment Compliance
aids, also known as Monitored Dosage Systems (MDS), to
identified in-patients immediately following discharge from The
Dudley Group NHS Foundation Trust
TENDER REFERENCE:
Q005418
I ACKNOWNLEDGE SAFE RECEIPT OF THE ABOVE TENDER AND CONFIRM
WE WILL/WILL NOT* BE RESPONDING BY THE CLOSING DATE INDICATED
* Delete as appropriate
Signed:
…………………………………………………………………………………..
Print Name:
…………………………………………………………………………………..
Title:
…………………………………………………………………………………..
Company Name:
…………………………………………………………………………………..
Date:
…………………………………………………………………………………..
Telephone Number:
…………………………………………………………………………………..
Fax Number:
…………………………………………………………………………………..
Email Address:
…………………………………………………………………………………..
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SECTION 8 – TENDER RETURN ADDRESS LABEL
A tender return address label is attached to this Invitation to Tender Document
Tenderers are required to use this tender return address label to return their tender
documents.
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